Officer Corner
Youth Officers
4-H club officers are elected annually in accordance with the club's constitution and bylaws. Under the guidance of the 4-H community club leader and/or the officer's advisor, officers are responsible for a particular part of the 4-H club's function. Generally, 4-H clubs have a president, vice president, secretary, treasurer, and sergeant at arms. However, 4-H units may have additional officers according to their constitution and bylaws. Other activities and events may be planned by a committee.
Together, the 4-H club officer team is responsible for the administration of the 4-H club and its programs. Club officers plan and carry out community club meetings. This process engages officers by encouraging them to learn experientially. The officer advisor serves as a facilitator, counselor, resource provider, and coach to the officers.
These objectives of holding an office include increased:
- planning and organizing skills.
- teamwork, leadership, and social skills.
- communication and public speaking skills.
- self-responsibility.
- decision making skills.
- record keeping and management skills.
Responsibilities
As an officer, you will manage the planning and implementation of the club’s programs and business. You will be a guardian of the club’s legal, financial, social, and educational responsibilities. Officers are responsible for ensuring that the club is inclusive and does not discriminate on the basis of race, color, national origin, religion, sex, or disability.
The general duties of holding an office include:
- Learn and act upon the duties of your office.
- Be an active member of the board of officers.
- Attend officer executive board meetings.
- Attend club meetings and activities.
- Lead in planning meetings and events.
- Give your opinion on issues, but also listen to what others have to say.
- Actively represent 4-H in your community.
- Let the officer advisor know if you are unable to attend a meeting.
Club officers and officer advisors have an important responsibility to their club, the University of California, and the public. The club has educational goals for its membership, service and membership goals for the community, and fiscal and legal responsibilities to the University of California.
Resources
4-H Officer's Manual (2013)
4-H Club Program Planning Guide
4-H Choose Health Officers Guide
Civic Engagement Officer
Civic Engagement Officer Training
Healthy Living Officer Training
Officer Forms:
- 4-H Club Business Meeting Agenda (Word)
4-H Club Business Meeting Agenda (PDF) - Annual 4-H Club Planner (Word)
Annual 4-H Club Planner (PDF) - 4-H Club Meeting Planner (Word)
4-H Club Meeting Planner (PDF) - 4-H Outreach Methods Documentation Form (Word)
4-H Outreach Methods Documentation Form (PDF) - 4-H Club Meeting Minutes (Word)
4-H Club Meeting Minutes (PDF)
Treasurer's Manual (2014)
As the 4-H treasurer, you help plan the club’s budget for the year, keep all the banking and financial records for your club and help make sure that your club’s money is used responsibly, ethically and fairly. Use this manual and the forms below.
- Form 5.2 Mid-Year Club Peer Review Report
- Form 5.3 Mid-Year Club Peer Review Committee Checklist
- Form 6.1 4-H Club Monthly Report
- Form 6.2 Annual Inventory Report
- Form 6.3 Annual Financial Report
- Form 7.1 4-H Treasurer's Checklist
- Form 8.1 4-H Club Ledger
- Form 8.2 Club Project Ledger
- Form 8.3 Checkbook Balancing
- Form 8.4 4-H Club Budget
- Form 8.5 Year-End Club Peer Review Report
- Form 8.6 Year-End Club Peer Review Checklist
- Form 8.7 Fundraising Approval
- Form 8.8 Monthly Statement of Cash Collections
- Form 8.9 Club Check Request
- Form 8.10 Missing Receipt
- Treasurer Forms (Excel)
Other resources:
Other Forms or Samples
SB4H Officer Positions a PDF of potential officer positions with a description of duties and responsibilities. (From a different county)
Officer Election ballot Officer Election process handout from LSU
New Member Greeter Roles a Word doc of several sample New Member Officer or New Adult Volunteer Roles
Committee overview Forming committees handout from Wisconsin 4-H
Committee chair roles Handout from Wisconsin to help committees
Club Installation & Activities - From Monterey County
Puzzle Pieces Officer Installation Ceremony - King City Blue Ribbon 4-H
Cookie Theme Officer Installation - King City Blue Ribbon 4-H
Candy Bar Officer Installation - King City Blue Ribbon 4-H
M&M Officer Installation - King City Blue Ribbon 4-H
Breakfast Cereal Officer Installation - King City Blue Ribbon 4-H
Officer Books Due Every Year
To maintain charter status and be a club in good standing all 4-H clubs must meet the minimum requirements. Among those are the completion of Officer Books for the offices of: Reporter, Secretary and Treasurer.
Reporter: Keep a record of all articles submitted and any published articles, social media posts, newsletters, fliers and any other outreach done throughout the year. Be sure to include any photos taken of your fellow members at 4-H events. (This can be done with help from the club historian, if your club has one.)
Secretary: Create and keep updated a secretary’s binder for the program year. Your binder sections should include: annual goals and annual program plans; annual club planner; the club roster and attendance; meeting agendas; meeting minutes; committee reports; correspondence; and outreach methods documentation.
Treasurer: In cooperation with the community club leader, supply copies of all end-of-year reports and financial records to the club, and the UCCE county office. This book should report the year’s work of the Club Treasurer and contain the treasurer’s forms copied from the current Treasurer’s Manual, plus a statement about your officer work during the year.
Officer book are to be completed by the Club 4-H officer and should indicate the work done by that officer during the program year.
All Officer Books are judged using the Danish system where all members have a chance to earn a Gold Seal.
Please use the following Evaluation Guides when making your Officer Books: